Senior Administrative Assistant

Washington, D.C.
May 17, 2017
Institution Type
Four-Year Institution


Job Description Summary:

GW's Department of Pharmacology & Physiology is an active research department, with federally funded programs in neuroscience and development, cardiovascular pharmacology and physiology, genomics, carcinogenesis and molecular oncology. We provide unique training opportunities in biomedical research at the pre-doctoral and postdoctoral level. We offer courses in Pharmacology and Physiology for Medical and Allied Health students, as well as several courses at the graduate level (through the GW Institute for Biomedical Sciences) and undergraduate level (our unique program in Pharmacogenomics). Our mission is to provide the highest quality of educational opportunities to our community, and to advance scientific knowledge and improve human health through cutting-edge research in the biomedical sciences. Additional information on Pharmacology & Physiology can be found at the following link:
The Department of Pharmacology & Physiology is searching for a full-time Senior Administrative Assistant. Our office facilitates and supports the work of the department's chair, the departmental faculty and their staff members in order for them to advance the department's research mission.
This position will be responsible for all facets of travel arrangements for the Department of Pharmacology & Physiology and preparation of visa application for the staff members. The individual will work with general oversight from the Department Manager to coordinate the activities of the Department.
Responsibilities include:
• Manages travel and Reimbursement for over forty five faculty and researchers in the Department of Pharmacology & Physiology in cooperation with the Office of the Vice President for Research (OVPR) and the manager of Pharmacology and Physiology. This includes transportation using GW iBuy, direct contact with hotels and scientific organizations when necessary for registration and reservations. Secure travel authorizations for faculty; manage P-Card payments and initiate and submit travel reimbursements for internal employees and external speakers. Monthly spread sheets of all travel expenses are required.
• Coordinates the Department Seminars including: transportation and hotel reservations for participants using GW Ibuy and direct contact with hotels. Schedules meetings between GW faculty and Seminar Speakers. Prepares announcements (flyers/posters, schedules) to send via e-mail and distribute to faculty and staff as well as to other departments.
• Works with the Department Manager on procurement transactions and budget allocations in order to supervise and maintain budget records and effectively provide an audit trail that will facilitate preparation of budget expense forms and reconciliations.
• Prepares and submits visa application documents for the Department; serve as a liaison between the department, the SMHS and ISO for visa related issues.
• Provides HR support to the Department: this includes processing of payroll, managing student hire, faculty
and staff leave program.
• Coordinates Department teaching activities: print hands out for faculties, post flyers on various boards, liaise with SMHS communication department to post class information online.
• Oversees content, design, and presentation of the Department of Pharmacology & Physiology web site.
• Serve as backup for procurement of good and service within the department.
• Performs other work-related duties as assigned.

Minimum Qualifications:

High school diploma/GED or equivalent combination of training and experience, is necessary plus 3 years of relevant experience, or a bachelor's degree.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications:

• Proficiency with Excel, Word and budgeting in an academic setting is essential.
• Ability to work under pressure to meet deadlines and to prioritize multiple tasks and demands.
• Strong communication and excellent organizational, customer service and interpersonal skills are essential.
• Ability to work independently, learn actively, and function at a fast pace is key to success in this position.


Campus Location: Foggy Bottom College/School/Department: School of Medicine and Health Sciences (SMHS) Family Administration Sub-Family Administrative / Operations Stream Service and Support Level Level 3 Full-Time/Part-Time: Hours Per Week: 40 Work Schedule: Monday-Friday 8:00 AM- 5:00 PM Position Designation: Non-Essential: Employees who are not required to work unless directed to do so by their supervisor. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants: Internal Applicants Only? No Posting Number: S006343 Job Open Date: 05/16/2017 Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions
Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3

Documents needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3


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